The pipeline runs the practice. Not the other way around.
Per-org customisable Kanban stages, drag-to-reorder columns, per-stage WIP limits and six automation action types that fire when a client moves. Configure it once from Settings and the pipeline stops being a status label - it starts sending emails, creating tasks and nudging the sponsor for you.
Example board - your columns, colours and WIP caps
Six action types. Stack any combination on any stage.
Every stage transition can fire one, some or all of these. No YAML, no cron syntax - a visual editor in Settings > Pipeline.
send_emailTrigger a templated email to the client the moment a stage is entered - engagement letter on Onboarding, receipt on Payment received, welcome on Granted. Uses your firm's per-user sender identity.
create_taskAuto-create a task on the assigned agent's queue with a due date offset from the stage entry. Skills-assessment prep, ImmiAccount lodgement, decision-ready review.
notify_agentPush a notification to the case's assigned agent on web + mobile. Silent to the rest of the team so the queue stays tidy.
notify_hrFor employer-sponsored cases, notify the sponsor's HR contact through the Sponsor Portal. Perfect for LMT complete or Nomination lodged milestones.
move_after_daysTime-based auto-progression. A client sitting in Awaiting docs for 14 days can auto-advance to Follow-up, or auto-revert if the docs never arrived.
start_watcherKick off a background watcher - VEVO recheck cadence, ImmiAccount status polling, sponsor obligation counter. The stage entry sets the schedule; the watcher runs on the cron.
Everything else the pipeline gives you.
Drag-to-reorder columns
Rename, colour and reorder every stage from Settings > Pipeline. The Kanban board reflects the order in real time - no dev deploy, no data migration.
Per-org custom stages
Every firm ships with a sensible default (Lead > Onboarding > Skills > Visa > Granted) and can add, split or delete stages to match how they actually work.
Per-stage WIP limits
Set a soft cap per column. When the WIP ceiling is hit the column header goes amber and new arrivals are flagged - so a bottleneck surfaces the day it happens, not the month it happens.
Transition history on every case
Every stage move is logged with actor, timestamp and reason. The case timeline reads as a complete audit trail - who moved what, when, and what fired as a result.
Trigger on entry or exit
Each automation binds to either the stage a case leaves or the stage it enters, so the same action can double as a hand-off notification and a kick-off task.
One editor, all six actions
The automation editor in Settings > Pipeline lets you stack any combination of the six action types on any stage transition. No YAML, no cron syntax, no separate rules engine.
In the app
Configure it live from Settings > Pipeline.
The stage editor, the automation editor and the WIP caps all live under Settings. Changes are additive and versioned - past stage transitions on existing cases keep their original labels in the audit trail so you never lose the historical record when you rename a column.
Frequently asked
Can I have completely different pipelines for different visa streams?
One pipeline per org today. Most practices use a single unified pipeline with visa-specific automations firing on stage entry (e.g. AAT-only tasks appear only when the case type is 500 AAT). Enterprise firms who need multi-pipeline set that up with us.
What fires the automations - is it real-time or a cron?
Both. send_email, create_task, notify_agent and notify_hr fire the instant a stage transition is written. move_after_days and start_watcher run on a scheduled cron so the counter starts on entry and evaluates every night in AEST.
Does the WIP limit block new cases?
No - it's a soft cap, not a hard gate. Cases still enter over the limit, the column header goes amber and a small badge shows how far over you are, so the practice manager can rebalance without the intake team getting blocked.
Can members reorder stages, or only owners?
Only owners edit the pipeline. Members can move cases between stages if their per-member permissions grant it, but stage naming, reordering and automation editing sit under owner-only Settings.
How is this different from a task list?
A task list captures what has to be done. The pipeline captures where the case is right now. Combined with automations, moving the card is the trigger - so the task list, the emails and the watchers stay in lockstep without anyone remembering to fire them by hand.
Stop reading the pipeline. Start running it.
Included on every Pro account. Configure it once, and every future stage move fires the right emails, tasks and reminders for you.